Whether your company produces one small meeting or several large conferences throughout a year, choosing the right audiovisual company is the key to a smooth-running event.

Whether your company produces one small meeting or several large conferences throughout a year, choosing the right audiovisual company is the key to a smooth-running event.

“Essentially, you want to make sure your A/V provider can provide what you need on time and on budget,” said Brad McWhorter, CEO of Atlanta Audio Visual. “Find a company that can explain how technology will enhance your presentation.”

Tom Kann, president of Integrated Event Management, an Atlanta production company that produces events for corporations, chooses A/V vendors based on three criteria:

The type of equipment they offer.

Their client list. “In many cases, we will call the clients and ask what kind of job they did, particularly if they are in the same industry,” Kann said.

Price. “Price is important,” he said.

Kann recommends those seeking a provider for the first time get proposals from at least three different vendors.

If you don’t wish to hire an independent producer or you are planning a smaller meeting, many A/V companies have in-house project managers and producers make sure the project runs smoothly.

“Getting inside what the client has in mind is crucial,” said Tim Thornton, managing partner of Atlanta Pro AV. “Usually they have a very clear idea, and they are looking for the technical people to make it happen.”

That clear idea should be your first step in the process. Gather as much information as you can about your event: the number of people attending, the location, and what the event will be in terms of content and the atmosphere you would like to project.

One thing McWhorter recommends is photos of previous events you were happy with. Those visual clues can help a provider “take you to the next level” in terms of quality and satisfaction, he said. As important as knowing what you want is, McWhorter said it’s also important to “have a good idea about what you don’t want.”